Executive Secretary V

Akima, LLC

4h • $50 • Onsite

About The Position

Tuvli is looking for an Executive Secretary V to provide professional support services to Department of State's bureau of Consular Affairs-Front Office.

Requirements

• Master’s Degree preferred; Bachelor’s Degree required.
• 5+ years’ work experience in the Bureau of Consular Affairs or related field.
• 5+ years’ professional experience in governmental affairs, public affairs, or strategic communications.
• 3+ years supervisory experience.
• Advanced knowledge of SharePoint and Microsoft Office suite.
• Superior organizational, communication, writing, and editing skills.
• Demonstrated ability to draft and edit strategic communication materials for senior audiences.
• Strong organizational, interpersonal, coordination, and communication skills.
• Proven leadership and supervisory skills, including mentoring and training staff.
• Strong analytical skills; ability to interpret and apply complex regulatory materials.
• Ability to coordinate effectively with senior Department officials and external stakeholders.
• Ability to manage multiple high-priority tasks under pressure.
• Commitment to maintaining composure and objectivity in stressful situations.
• Active Secret Clearance.

Responsibilities

• Manage the processing and quality assurance of all forms of correspondence, including cables, memorandums, letters, and briefing papers, ensuring consistency with Department standards.
• Assists CA/P S Administrative Assistants and Management Analyst in managing complex internal tasks, deadlines, and deliverables.
• Serve as the principal administrator for the CA/P SharePoint site, developing advanced workflows, managing permissions, and ensuring compliance with Departmental guidance.
• Analyze and prioritize incoming memos, submissions, and reports, providing strategic recommendations to senior leadership.
• Direct the clearance process for high-priority action items, ensuring timely and accurate responses from CA/P staff.
• Coordinate closely with CA Front Office, all CA directorates, other Department bureaus, and 7th floor staff to facilitate top-level policy and communications initiatives.
• Lead the development and clearance of media, press guidance, talking points, congressional engagement, social media, and messaging campaigns to protect U.S. citizens and secure America's borders.
• Prepare and review complex briefing materials for senior officials, including public presentation outlines and strategic reports.
• Edit internal policy and operational documents; draft high-level correspondence and reports.
• Prepares, compile and synthesize input from CA/P for weekly activity reports and other strategic documents.
• Advise the CA/P Director on emerging issues and recommend actions on matters requiring immediate attention.
• Serve as the bureau’s SharePoint and digital communications expert, providing advanced training and briefings to staff and external partners.
• Assists in developmental, leadership, and training initiatives for CA/P staff.
• Assist with HR functions in coordination with the Deputy Director, including hiring, onboarding, personnel actions, and bidding.
• Manage the flow of complex inquiries from congressional offices, other bureaus, and the White House, ensuring accurate routing, drafting, and clearance.
• Review time and attendance records and oversee leave and rotation planning for the office.
• Manage office-wide email distribution lists, organizational calendars, and internal communication channels.
• Oversee onboarding and offboarding processes, ensuring seamless transitions for staff and coordination with IT and HR.
• Supervise office supply management and automation equipment maintenance.
• Reviews travel authorizations and vouchers; oversee travel planning and compliance.
• Lead coordination of high-profile meetings, seminars, and conferences, both domestically and overseas.
• Develop and maintain strategic stakeholder contact lists, including diaspora groups, industry leaders, media, and congressional offices.
• Oversee newsletter and email distribution list management, ensuring effective outreach and communication.
• Review and approve meeting minutes and ensure follow-up on action items.

Benefits

• SCA - The company offers a comprehensive benefits program, including medical, dental, vision, life insurance, 401(k) and a range of other voluntary benefits.
• Vacation, holiday and sick Leave offered will be as defined under the DOL's Wage Determination.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive